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Cloud Phone System 

Switch to CallHippo’s Cloud Based Phone System and never miss an important business communication. Access your phone system from any device, get call recordings and reports and integrate with the tools you love to bump up business productivity and grow faster.

The Cloud Business Phone System That Scales As You Grow

  • Customize your cloud based business phone system
  • Say goodbye to huge telephone bills
  • Stay off desk without any worry
  • Hassle free backup and switching in case of downtime
  • Set custom working hours for users

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What Is Cloud Phone System?

A cloud voip phone system has its home in the cloud. In other words, data is securely stored in a virtual server that can be accessed over the internet. This means that all incoming and outgoing calls will be routed through the internet.

Capable of replacing traditional landlines in the most effective ways, a virtual phone system for small business houses is provided by third-party service providers like CallHippo.

Internet-based virtual phone systems is simply a web-based service that’s tailored to handle calls, voice mails, and messages for your business efficiently with the help of the internet and modern technology.

The major difference between the traditional phone systems and cloud call system is that a cloud phone doesn’t require any extra hardware device or complex cables running all around your office and it can be used by any business, whether its a startup or a small business or an enterprise.

A virtual phone system is also much more cost-efficient for your business than the traditional PBX one.

Thus, using a cloud telephone system is much more efficient and beneficial than using a traditional phone system.

How Does A Cloud based Phone System Work?

How Does A Cloud based Phone System Work

In order to understand how the process of hosted phone system differs from traditional phone systems, we must first understand how traditional systems function.

In a traditional phone system, sound waves are carried to a thin metal disc inside the phone, known as a diaphragm, and converted into electrical signals. The electrical signals are then transferred to another phone via copper wires and converted back to electrical signals at the other end.

Whereas in the case of cloud-based phone systems, all data transmission occurs over the internet, and there is no dedicated physical channel. The analog voice signal or sound you make is converted into data packets and sent over the internet to recipients.

Furthermore, there are very few hardware or components required in the case of cloud-based phone systems. One of them is cloud-based PBX, which is used to route calls. Besides that, unlike landline phones, a cloud phone will require the use of a VoIP desk phone.

In addition, there is an alternative to VoIP desk phones– you can use a softphone and an application installed on your smartphone, tablet, or computer.

What Are The Differences Between Cloud Phone System and On-Premise Phone System

Cloud Phone System vs On-Premise Phone System
YOUR QUESTIONSCLOUD BASED PHONE SYSTEMON-PREMISE PHONE SYSTEM
What are these systems all about?Cloud telephone systems are office phone systems that are not physically present in your premises. They are Phone systems where your phones connect through your Internet connection to a third-party, i.e., a service provider that maintains the equipment at an off-site ‘cloud’ data center.On-premise phone systems are business phone systems that are present on the premises. The hardware in these systems is kept on-site in your server closet.
What are similar features?

You will find the same features in both the phone systems, some of them are- 

  • Call control
  • Call management
  • Voicemail
  • Messaging
  • Web-based management
  • Call training
  • Analytics

You will find the same features in both the phone systems, some of them are- 

  • Call control
  • Call management
  • Voicemail
  • Messaging
  • Web-based management
  • Call training
  • Analytics
What is the cost involved?
  • Setup cost of cloud phone is low
  • There are no maintenance costs at the business owner’s end.
  • (OpEX)Operational expenditure is applicable.
  • Potentially higher ongoing service.
  • Setup cost is high
  • Long-term maintenance costs at the business owner’s end. 
  • No risk of fee increases
  • The total cost of ownership is low, especially as the system grows.
What if we want to expand our phone systems?
  • Your cloud business phone provider does the work involved in the expansion.  
  • Growth or retraction is not a hassle.
  •  You always have an updated system as software updates happen automatically.
  • You have complete control in terms of expansion.
  • Every expansion increases the complexity of the system.
Who exercises the actual control?
  • Your service provider handles the software updates and maintenance processes for you.
  • You gain the ability to allocate your IT resources to other revenue-generating tasks.
  • Your cloud phone service provider is better equipped, and thus exercises the actual control over your system.
  • You have to handle all software updates and maintenance processes; you have to get it done by your internal IT staff, or outsource the task.
  • You need to micromanage all the details by yourself.
  • You gain control over every detail. 
Are there any more characteristics that we should know?
  • Service providers are experts who are better equipped than you to implement a solution.
  • Some Cloud options are not cost-effective when deployed on a large scale.
  • You can do what you want with your equipment, but with great power comes great responsibility, remember?
  • In contrast to your service provider, you may lack enough internal resources or the budget to make highly customized changes.
But what about the implementation?
  • Implementation is quick and hassle-free. 
  • There is little dependency on in-house IT resources.
  • Your hosted phone system provider may or may not lend the facility to train your in-house users.
  • Implementation is a lengthy process.
  •  Implementation time and cost is higher as compared to the cloud-based phone systems.
  • Your solution provider may or may not lend the facility to train your in-house users.
Can you discuss some of the pros?
  • Minimal hardware requirements.
  • Complete geographical independence.
  • Expansion is easy.
  • Heavy backup.
  • Rare disruptions.
  • Operations costs get lower with time.
  • Complete control over the system.
  • You can know the cause of disruption in real-time.
What about the cons?
  • Some service providers may ask for high initial installation costs. 
  • Service subscription for a few months. 
  • Surprise charges may be added if you choose the wrong service provider. 
  • The set-up cost is high.
  • You may not enjoy complete geographical independence. 
  • Expansion can be a mess.
What if we ask you to recommend any one?
  • If your business is experiencing growth and does not have in-house IT resources, then cloud phone system is the way to go.
  • If your business can support an IT department and has the needed resources, and if you can handle complete control over your phone system, then an on-premise phone system is for you.

How To Buy Cloud Business Phone System?


Why To Use A Cloud Based Phone System For Small Business?

Communication with customers is the most crucial aspect of any Sales or Service is driven business. And there are many benefits of cloud phone system for your business, any dropped calls, delays in replies, poor communication quality, expensive hardware, etc. can definitely result in loss of leads and existing customers.

The traditional phone system is being unable to keep up with the extensive communication needs of businesses. The best cloud based telephone system was created to be a solution for all the above issues.

A cloud PBX also comes in handy while scaling or growing a business. Business owners all around the world pay boatloads of money in buying new hardware and upgrading their call plans while expanding their business.

However, a cloud based phone is extremely flexible. It grows effortlessly alongside a business without incurring any extravagant up-gradation charges.

Working with international clients? A cloud based VoIP is the perfect communication solution for your business and in turn you can better manage your international clients.

Making international calls over traditional phone systems can rack up huge telephone bills. However, a cloud telephone systems allows you to get local virtual phone numbers of almost all the countries across the globe.

Using these virtual numbers, one can make international calls at minimal call costs. All you need to pay for is a high-speed internet connection!

Businesses with poor communication channels have to deal with long delays, disconnected calls, unclear audio quality, etc. that adversely impact their productivity and may also drive away customers.

This is why it is extremely important for all businesses, whether big or small, to switch to cloud business phone system in order to keep up with all their business communication needs!

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What Are The Pros and Cons of Cloud Phone System ?

What Are The Pros of Cloud Based Phone System?

Regardless of the status of a business, be it an enterprise or even a billion-dollar corporate giant, the cost of adding a cloud phone system for small business is hardly a fraction of the benefits that it provides.

1. Fast Setup

Chances are your business already has a broadband connection. To make use of hosted phone system, small business needs no further investments.

2. Cost Saving

Make or receive calls from all around the world at a really affordable cost. This can save huge expenses especially if you need to make international calls often.

3. Go Global

Clients are always pleased to work with huge brands since they assume they’re reliable. Make your business look large with numerous local and toll free virtual phone numbers.

pros of cloud phone system

4. Flexible

Never lose a potential customer. Get your calls handled professionally and delivered wherever you need anytime, anywhere. This allows you the freedom to be off the desk without any worry.

5. Save Time

Provide your customers with IVR selections so that they could get exactly where they need to without any trouble. Keep your customers happy while saving you time and trouble.

6. Record Calls

Log all your calls and even record them for performance evaluation. This can be crucial for productivity and elimination of flaws.

7. Customised Greetings

You can make sure every call gets attended to with the help of re-routing it through all the phones till someone picks it up while keeping the customer engaged in greeting messages.

8. Set Availability

You can even set custom working hours for users and numbers. This will drastically increase your chances to secure a lead.

9. Latest Technology

Downtimes are no longer an issue. The cloud based technology ensures easy backup and switching in case of downtime, and that too instantly. This isn’t possible with conventional communication media.

Having a cloud based phone system for enterprise has gone from being an option to an absolute necessity these days due to the increasing competition and smart consumers. The cloud VoIP phone system for entrepreneurs evidently has a huge impact on the productivity and growth of the business while being affordable at the same time!

Just like everything else, cloud phone numbers also come with variations. There are packages to suit every business. Depending on your requirements, choose what suits your business the best and take your business to new levels!

What Are The Cons of Cloud Based Phone System?

So, you are quite certain that you need to get a cloud based telephone for your organization. However, if there is still a nagging doubt in your mind, here are some disadvantages that you may face if you get a cloud based business phone system:

1. Signal Interference:

One of the possible disadvantages of cloud phone system is that there may be signal interference at times that leads to poor audio quality.

There also may be a time lag when the call is transferred to mobile phones and this leads to distorted business communication. Cloud telephone systems need an internet connection to function, hence if there is any breakdown it will lead to communication disruption that is beyond the control of the phone service provider.

2. Vendor Lock-In:

It is important to choose a credible hosted phone system vendor as there are chances that there may be a contractual lock-in period. Though certain service providers in the market waive off the condition of a lock-in period, most of them give a better pricing plan if an organization signs up for a longer time such as an annual plan.

Hence, if you are not satisfied with the features or vendor performance, it may be difficult to switch due to the lock-in period.

A further detailed article with complete in-depth article about pros and cons of cloud phone system can be found here.

What Are The Features Of Cloud Phone System?

Power Dialer
Power Dialer

Deliver your daily calling commitments with CallHippo’s Power Dialer function.

Smart Switch
Smart Switch

Multiple telephony providers before placing a call. You can now safely bid adieu to all call connectivity issues.

Global Connect
Global Connect

It helps you know the right time to call your international clients.

Smart Call Forwarding
Smart Call Forwarding

Each & Every user can choose to have calls forwarded to several phones, to remain reachable even on-the-go.

Call Transfer
Call Transfer

The Call Transfer feature allows you to redirect a connected call to a team member from your phone number.

Call Conference
Call Conference

Call Conference will enable you to add a third person to your two-way call and turn it into a 3-way conference.

Call Queuing
Call Queuing Software

A Call Queue places incoming call in a line when the agent is busy attending other customers.

Call Barging
Call Barging

Call Barging is when a supervisor who is silently monitoring the call decides to enter the conference bridge.

Call Recording
Call Recording

Record each and every call on your numbers to better monitor your performance as a team.

Voice Mail
Voice Mail

Receive voicemails by email in your inbox. Play them directly from your email.

Call Analytics
Call Analytics

Track your phone support performance. Measure the % of missed calls, and call load of each teammate, etc.

On Hold Music
On Hold Music

On Hold Music is a great way to keep your callers happy and engaged while on hold or upload your own custom music.

How To Get Cloud Business Phone System?

1. Get a Virtual Business Phone Number

To make and receive calls on your cloud based telephone, you will need a virtual phone number. You can choose to get a local virtual number or a toll-free one. This virtual phone number will serve as your central business phone number. All interactions using your cloud business phone will be made by this number. If you already have a business number that you do not wish to change, then you can simply get a virtual number and re-route all your calls to it.

2. Add Users

Everyone in your office will use the same cloud phone system and virtual number for business communications. This is achieved with the help of extensions. Every department or agent in your office will have a different extension to the main business phone number. One can reach the desired agent by simply dialing the extension after the virtual number. Having one central business number makes it easier for customers to get in touch with you. It also eases internal communication within the business organization. Moreover, you do not even need to remember all the different extensions! You can customize your cloud based business phone system with virtual assistants and menus that automatically dial the extension for you.

3. Customize Your cloud telephone

There are a lot of exciting features that you can integrate with your hosted phone system for small business.

Frequently Asked Questions About Cloud Based Phone System

Does cloud telephone systems operate on different hardware?

No, it does not require the additional hardware it can be efficiently operated by the computers smartphones or IP telephone system.

Is cloud based phone expensive?

As compared to the traditional telephone system, Cloud phone is affordable and also deliver the advanced features for the global communication.

Can I avail the basic telephone features from cloud phone systems?

Hosted phone system provides all the basic call functions like call queuing, call forwarding, voicemail, etc in the best manner.

Is cloud call system best for small business?

Yes, the Cloud Based phone system is the best communication tool for the small business & enterprises due to its flexibility and multiple application.